Privacy Policy

At ScanIn, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you use our visitor management system.

1. Information We Collect

Visitor Information

• Name and contact details (email, phone number)
• Company/organization affiliation
• Purpose of visit
• Check-in and check-out times
• Emergency contact information
• Photo identification (if required by location settings)

Account Holder Information

• Account registration details (name, email, company)
• Billing information (for paid accounts)
• Location details and settings
• Usage analytics and system logs

Technical Information

• IP addresses and device information
• Browser type and version
• GPS coordinates for evacuation points
• System usage logs and performance data

2. How We Use Your Information

• Visitor Management: Facilitate check-in/check-out and maintain visitor records
• Safety and Security: Ensure building security and emergency evacuation procedures
• Communication: Send notifications, emergency alerts, and service updates
• Service Improvement: Enhance our platform and develop new features
• Legal Compliance: Meet regulatory requirements and legal obligations
• Emergency Response: Assist emergency services with real-time visitor data

3. Data Storage and Security

• Encryption: All data is encrypted in transit and at rest
• Secure Hosting: Data is stored in Australia on secure cloud infrastructure with regular backups
• Data Retention: Visitor and account data is retained in ScanIn for up to 12 months
• Access Controls: Strict access controls limit who can view visitor data
• Regular Audits: Security assessments and vulnerability testing
• Third-Party Services: Some data may traverse third-party services such as Cloudflare and Google Maps integrations
• Security Breach Notification: We will notify customers within 24 hours of confirming a data breach affecting their data

4. Data Sharing and Disclosure

We do not sell, trade, or rent personal information. Data may be shared only in the following circumstances:

• With Your Consent: When explicitly authorized
• Emergency Services: To assist emergency responders during emergencies
• Legal Requirements: When required by law, court order, or regulatory authority
• Service Providers: Trusted third-party providers who assist in delivering our services
• Business Transfers: In the event of a merger, acquisition, or sale of assets

5. Your Rights and Choices

• Access: Request access to your personal data
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of personal data (subject to legal requirements)
• Portability: Request transfer of your data to another service provider
• Restriction: Request limitation of data processing in certain circumstances
• Objection: Object to processing based on legitimate interests

6. Cookies and Tracking

• Maintain user sessions and preferences
• Analyze website usage and performance
• Improve user experience and functionality
• Provide analytics for system optimization

You can control cookie preferences through your browser settings.

7. International Data Transfers

ScanIn operates primarily in Australia. Any international transfers include appropriate safeguards per applicable privacy laws.

8. Children's Privacy

Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware of such collection, we will delete the information.

9. Changes to This Privacy Policy

We may update this Privacy Policy. We will notify you by posting the new Privacy Policy on this page and updating the "Last Updated" date. Continued use constitutes acceptance of the updated policy.

10. Compliance

• Australian Privacy Principles (APPs) under the Privacy Act 1988
• General Data Protection Regulation (GDPR) for EU visitors
• Other applicable privacy and data protection laws